Resident Hire U.S. Personal Services Contractor (U.S.PSC) Visitor and Trips Services Coordinator

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified U.S. Citizens and/or U.S Resident Aliens residing in Kenya to provide personal services under contract as described in this solicitation.

Submissions must be in accordance with this solicitation. Applicants should retain copies of all offer materials, for their records.

Applications must be submitted electronically via email to [email protected] by the closing date and time indicated above. Late, incomplete, or unsigned applications will not be considered. Scanned copies are accepted by email. Applicants must prominently reference the solicitation number in the application submission.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offer.

Any questions must be directed in writing to the Point of Contact specified in this solicitation.

1. GENERAL INFORMATION
2. SOLICITATION NO.: 72061524R10058
3. ISSUANCE DATE: July 29, 2024
4. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 12, 2024 (16:30 hours Nairobi time)
5. POINT OF CONTACT: Executive Office/Human Resources, Patrick Bii < [email protected]> and Noel Sikasa [email protected]
6. POSITION TITLE: Resident Hire U.S PSC Visitor and Trips Services Coordinator, GS-12
7. MARKET VALUE: $74,441 to $96,770 annually equivalent to GS-12. Final compensation will be negotiated within the listed market value. As a resident hire position, it does not include offshore benefits such as housing, post differential, relocation benefit and post allowance.
8. PERIOD OF PERFORMANCE: One-year base period, with three (1) one-year options subject to funding availability and satisfactory performance or better.
9. PLACE OF PERFORMANCE: Nairobi, Kenya. Overseas U.S PSCs may be authorized to telework or remote work only from a location within Kenya, in accordance with the Mission policy. Telework or remote work from outside Kenya may only be authorized in certain situations in accordance with the terms and conditions of the contract.
10. ELIGIBLE OFFERORS: Open to U.S. Nationals (U.S Citizens and/or U.S Resident Aliens[1]) residing in Kenya. Citizenship, if dual, must be clearly stated. This is a resident-hire position and therefore all offerors must be residing in Kenya.
11. SECURITY LEVEL REQUIRED: Facilities/Computer access only.
12. Travel Requirements: In-country travel will be required approximately 25-35 percent of the time.
13. Sunday Pay: Sunday pay is not authorized.
14. Support Items: The incumbent will be provided with office space, equipment, supplies, and other support provided to personal service contractors.
15. STATEMENT OF DUTIES/POSITION DESCRIPTION

BACKGROUND

USAID Kenya East Africa (KEA) is seeking an American citizen or permanent resident who resides in Kenya to serve as a Visitor and Trips Services Coordinator. The position, located in the Office of the USAID Director, is charged with ensuring that high level visits are thoroughly organized and have the support necessary for their successful completion. Duties include coordinating within USAID and the Embassy, with sponsoring organizations that include the U.S. Congress and U.S. businesses, and civil society organizations, and with partner country organizations including Kenya Government Ministries, private businesses, and civil society organizations. The Visitor and Trips Services Coordinator assists in the formulation of visitor itineraries and schedules, manages logistics, and serves as USAID’s primary point of contact for high level visits. The incumbent is expected to work an average of 40 hours per week but must be prepared to work weekends and evenings as required. The incumbent shall report directly to the Supervisory DAS (Strategic Partnerships).

The Visitor and Trips Services Coordinator will serve as the Mission’s Senior Control Officer, responsible for planning, executing, and monitoring and evaluating all aspects of high-level visits (HLV). The Visitor and Trips Services Coordinator will work closely with mission leadership, technical and programs offices, control and site officers, inter-agency teams and other relevant stakeholders to ensure the success of these visits. The incumbent shall serve as USAID’s point person and coordinator for delegations and visitors, including USAID/Washington senior leadership delegations, Congressional Member Delegations (CODELs), State Department Staff Delegations (STAFFDELs), Non-official Delegations (NODELs), and other VIPs. Depending on circumstances, the Visitor and Trips Services Coordinator may serve as a control officer for a visitor, delegation, or site that is visited. The Visitor and Trips Services Coordinator ensures all protocols for access to Embassy facilities are completed and is available to help visitors resolve any problems they encounter.

DUTIES AND RESPONSIBILITIES

Primary Point-of-Contact

1. Serve as the USAID Kenya East Africa main point-of-contact for all aspects of high-level visit planning, execution, and evaluation between the Mission, the visiting delegation or principle, and various stakeholders ensuring clear and consistent communication.
2. Consult with Front Office regarding the visit objectives, mission priorities, budget, staffing, overtime, etc
3. Develop, implement and maintain a standardized, inclusive, and equitable process to select HLV Control and Site officers.
4. Coordinate with the delegation’s point of contacts (POCs) and advance teams regarding logistical and budgetary considerations.
5. Ensure timely and accurate dissemination of visit information to all relevant parties, including updates on schedules, changes, and logistical arrangements.
6. Contribute to USAID strategic planning and organizational development initiatives.

High Level Visit (HLV) Process and Procedures

1. Complete the missions HLV standard operating procedures (SOPs) manual and Playbook.
2. Develop and maintain templates, forms, contacts, and systems to ensure consistency and efficiency in the management of all visits.
3. Develop and maintain or improve existing trackers and other tools to plan, execute and monitor trip deliverables.
4. Maintain comprehensive records management of all high-level visits communications including emails, meeting notes, diplomatic notes and reports for future reference.
5. Developing and maintaining a roster of appropriate sites to highlight the Mission’s programming, priorities, and accomplishments, and appropriate venues for luncheons, meetings, conferences, etc.
6. Conduct risk assessments for each visit, identifying potential threats and vulnerabilities, and contingency plans to ensure the safety, and well-being of visitors and staff throughout the visit(s).

Liaison and Coordination

1. Liaise with USAID program, technical and security offices, as well as the embassy Regional Security Office (RSO), and General Services Office (GSO), to coordinate logistics, plan site selections, and secure necessary clearances.
2. Serve as the primary point of contact with all relevant support functions (e.g., Motor pool, RSO, Protocol and Travel office, Procurement office, etc.).
3. Support control officers to create and maintain the detailed visit schedule and itinerary.
4. Serve as the primary POC to develop event and site visit briefing materials for visitors and the KEA Front office.
5. Develop and maintain a contact list of key sites and stakeholders, including Government of Kenya officials, NGOs, and partner organizations to facilitate smooth coordination and communication during visits.
6. Ensure that US Embassy compound access requests, lodging and transportation reservations, and other necessary arrangements are completed in a timely manner.

Information Support and Press

1. Serve as the primary point of contact for the mission for high-level visitor inquiries, providing information about policy, processes, and available services
2. Supporting USAID KEA technical offices with visits guidance and resources for TDYs.
3. Draft and submit Diplomatic Notes or letters to National and County government officials to facilitate delegation events, scheduling meetings, and visits
4. Coordinate with USAID DOCs and technical offices, and the Embassy’s Public Diplomacy Section (PDS) to ensure seamless planning and materials related to press engagements and social media.
5. Ensure all parties are well-informed about planned and on-going HLVs.

Pre and Post-Visit Actions

a) Pre-visit Coordination

1. Organize and facilitate pre-visit planning calls and meetings with primary contacts from U.S Government agencies and international NGOs to ensure team members are informed, understand the visit goals, and alignment with USAID KEA strategies and objectives.
2. Coordinate with Mission Control Officers to conduct periodic pre-arrival (“countdown”) meetings with mission staff.
3. Coordinate with the designated Control Officer advance visit planning and assist as necessary.
4. Travel in-country with the Control Officer team, visitors or delegation to coordinate with site officers, direct itineraries, trouble-shoot changes, and support accompanying staff and press.
5. Organize gifts for hosts and/or guests of scheduled HLV meetings, events or site visits.

b) Post Visit Coordination

1. Coordinate with senior leadership and technical teams on any post-visit cables
2. Consult with the DOC team on external and internal facing post-visit messaging.
3. Coordinate the return of all security badges, cell phones, satellite phones, radios, or other equipment.
4. Employ strategies and processes to consistently monitor and evaluate the effectiveness and impact of mission High Level Visits including but not limited to After-action reviews, surveys, stakeholder interviews, etc.
5. Coordinate with the program office to maintain and improve the centralized USAID KEA shared drive repository for storing and arching all VIP visit-related materials, (documents, reports, media, etc.).

Staff Training and Professional Development

1. Develop, execute, and monitor a HLV Mentoring and Coaching training program for KEA Mission and Regional staff (control and site officers, management and support staff, among others.).
2. Provide updates on new trends in customer service and relationship management, US Government and Kenya visits protocols, and processes and techniques for managing and continually improving the impact of high-level visits.

Position Elements

• Degree of responsibility for decision-making assigned to the position: Incumbent must exercise judgment in making decisions related to high-profile official travelers.
• Level of complexity of work assignments: The work consists of duties that involve related to coordination of steps, processes, or methods as well as effective knowledge management of processes and procedures
• **Knowledge level required:**General understanding of administrative/management procedures, logistics and protocol is required. Excellent interpersonal skills on multicultural teams are also required.
• Supervisory Controls: The incumbent reports to Supervisory DAS (Strategic Partnerships), FSN 13. Must be able to work independently with minimum supervision, as well as with USAID and Embassy staff as part of a team.
• Guidelines: USAID Automated Directives System, General Notices, Foreign Affairs Manual, USAID Mission Orders, and other applicable standards and regulations.
• Complexity of the work environment or its potential effect on the position’s responsibilities: Incumbent must be able to function in a complex work environment in a large USAID Mission based within the United States Embassy Nairobi. Incumbent will be expected to coordinate closely with all levels of USAID and State Department employees. Should demonstrate strong understanding of various offices within an embassy setting and their functions as pertains to trip preparation.
• Scope and effect of the work performed: The work involves the performance of routine operations that include a few separate tasks or procedures and affects the accuracy and reliability of other processes.
• Level and purpose of contacts: Direct contact with all levels of USAID, Department of State, and other agencies at post. Purpose of contacts is to obtain, clarify, and give factual information regarding USAID personnel and TDYers. Incumbent will also plan, coordinate or provide advice to other USAID/KEA employees.
• Supervision/oversight over others: This is a non-supervisory position
• Authority to make commitments: None
• Responsibility for coordinating and training for other staff: Will advise and train others to serve as Control Officers/ Site Officers etc.
• Physical Demands: The work is generally sedentary and does not pose undue physical demands.
• Work Environment: Work is primarily performed in an office setting. If the employee travels, the work may additionally involve safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions.

QUALIFICATIONS, SKILLS AND ABILITIES

Minimum qualification requirements:

• Education: Associate degree (2 years of college) is required. College degree and further education desired.
• Language Proficiency: Level IV English ability (both written and oral) is required.
• Relevant Work Experience & Knowledge: Two years of experience is required handling logistics and management/administrative issues in a large organization. General understanding of administrative/management procedures, logistics, and protocol is required. Prior experience managing high level U.S. government delegations and coordinating across various USG interagency stakeholders strongly desired.
• Abilities & Skills: Must be flexible and able to multitask, as duties will frequently require meeting incoming personnel and responding to urgent work-related situations outside normal work hours. Must possess strong organizational and logistical skills and be able to manage multiple task and meet tight deadlines. Candidates should possess excellent interpersonal skills and be able to build effective working relationships in a dynamic multi-agency working environment. Professionalism, attention to detail and an ability to successfully interface with senior-level dignitaries and a wide range of personality types are essential. Well-developed customer-service, proactivity, and organizational practices are critical.

Demonstrated proficiency in the operation of computers and software programs, such as Google Suite (Calendar, Gmail, Drive, Docs, Forms, Sheets), Microsoft Package (Access, Word, PowerPoint, Excel, Outlook) and other databases is required. Knowledge of CRM such as Salesforce desired.

Full-time: 40 hours per week (8.75 hours Monday through Thursday, 5 hours Friday) must be willing and able to work after hours, overtime, and with significant flexibility, including weekends.

• The ability to obtain the security and medical clearances required for the position.

SELECTION/EVALUATION FACTORS

Applicants who clearly meet the skills and qualifications requirements will be further evaluated as follows:

• Interview performance (50 points)
• Prior Work Experience & Knowledge (25 points)
• Abilities & Skills (25 points)
• Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)

Total Possible Points: 100

[1] U.S. resident alien means a non-U.S. citizen lawfully admitted for permanent residence in the United States.